Job Purpose
To provide comprehensive and proactive administrative support for the James Watt School of Engineering, supporting the processes and procedures relating to Postgraduate Research (PGR) students. Working closely with the PGR Administrator, contributing to providing an excellent service and experience for PGR students, PGR applicants and staff to ensure the overall smooth running for the School.
Main Duties and Responsibilities
1. Provide effective end to end administrative support of PGR applications by overseeing the PGR application system, monitoring the progress of applications, helping academic staff navigate the system, and responding to queries and returning decisions. This includes visiting PGR students. Liaising with the College Graduate School and External Relations.
2. Ensure proactive support for new PGR students to the School, giving advice to students and supervisors on a variety of issues, as well as School processes and procedures.
3. Assist with the twice yearly annual progression process for PGR students. Taking responsibility for ensuring that all APR forms are sent to the required students via the Mycampus system and that any issues with the operation of the system are escalated and resolved in a timely manner. Run regular reports to ensure that both students and staff complete their sections of the form on time, sending reminders as required, and providing regular updates to the PGR Administrator Progressing students on the system when outcomes are complete.
4. Assist with the Tier 4 compliance process for PGR students in the School, by highlighting any issues with non-compliance with PGR Administrator.
5. Coordinating the organisation of oral examinations for PGR students. Ensuring correct forms are submitted on time, liaising with Examination Committee Convenor and the Graduate School, setting up meetings and arranging venue and catering if required.
6. Organise Scholarship application interviews and Assist with coordinating and processing all Scholarship applications as required.
7. Assist with the disbursement of stipend payments and tuition fees for School held projects through MyCampus, setting up new item types where required.
8. Process travel grant applications. Keeping a record of student applications and maintain a record of the PGR funds held in the School including checking and capturing monthly spend. Refer any unusual or high value applications to colleagues. Raise bench fee requests via Mycampus for Visiting Researchers.
9. Assist with organising events, such as School Induction and other relevant PGR events.
10. Provide administrative support as required including responding to a high volume of routine student enquiries. Provide data and other information as required eg collating JES data for the Graduate School and collating sponsor reports.
11. Manage the various student request forms and ensure timely approval by the PGR Convenor before sending to the Graduate School, proactively running reports at regular intervals to ensure that students submit forms on time and students records are up-to-date and accurate.
12. To undertake other administrative tasks as requested.
Knowledge, Qualifications, Skills and Experience
Knowledge/Qualifications
Essential:
A1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar or number of different roles or Scottish Credit Qualification Framework level 5 or 6 (National 5 or 6, SVQ level 2 or 3) or equivalent.
A2 Excellent IT knowledge, including a comprehensive knowledge and confident use of the Microsoft Office Suite.
Desirable:
B1 Knowledge of University structures, systems (MyCampus, Agresso, Moodle, HRCore), policies and procedures. B2 Awareness of GDPR, principles of good data management and other relevant guidelines for managing information and files.
Skills
Essential:
C1 Excellent communication (written and verbal) and interpersonal skills, demonstrating tact, diplomacy and the ability to maintain confidentiality.
C2 Excellent customer care and attention to detail.
C3 To be able to work pro-actively, using own initiative under minimal supervision.
C4 Flexibility and being able to adapt to situations which require multi- tasking, learning new skills or working under pressure. C5 Ability to work effectively as a team member or autonomously and with a range of junior and senior colleagues.
C6 Pleasant, professional and positive manner. C7 Excellent IT skills and the willingness to learn new IT software.
Experience
Essential:
E1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills through personal development and progression within the role/similar role.
E2 Proven administrative experience including dealing with confidential and sensitive information.
Desirable:
F1 Relevant experience of a Higher or Further Education environment.
F2 Experience of working with University IT Systems. F3 Knowledge of University PGR procedures.
Terms and Conditions
Salary will be Grade 4, £23,581 - £26,038 per annum.
This post is full time (35 hours per week) and open ended (permanent).
As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.
As a valued member of our team, you can expect:
1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.
2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https: // www. gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.
3 A flexible approach to working.
4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University https: // www. gla.ac.uk/myglasgow/staff/healthwellbeing/.
We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https: // www. gla.ac.uk/myglasgow/humanresources/equalitydiversity/.
We endorse the principles of Athena Swan https: // www. gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.
We are investing in our organisation, and we will invest in you too. Please visit our website https: // www. gla.ac.uk/explore/jobs/ for more information.
Vacancy Ref : 156031 Close Date : 20-Oct-2024 23:45